How the calculations work

CRM calculation method

All money inputs are whole-team totals in one currency: USD, EUR or JPY. Team size provides context; it does not multiply your quotes. Use a consistent tax basis. USD/EUR accept two decimal places and JPY whole amounts; changing currency does not convert values.

Cash comparison

First-year switch cost = candidate subscription payments + remaining old-contract payments + external migration/setup fees + paid training + exit fees. The first-year difference is this total minus current subscription payments if you stay.

Include only payments still due within the same next 12 months. Exclude prepaid, unrecoverable costs; count each expense once. Normal renewal-year difference = candidate annual subscription cost minus current annual subscription cost, after introductory prices and transition obligations end. This is not necessarily year two.

Required additional contribution profit = the greater of zero and the period's cash difference. Additional deals = that requirement divided by a positive contribution per additional deal, rounded up to a whole deal. A blank optional contribution leaves deal counts uncalculated.

Contribution means net revenue in the same 12-month period, excluding sales tax, less all incremental delivery costs, sales commissions, payment fees and other incremental deal costs. Do not deduct CRM costs already entered again or substitute sales revenue or lifetime value.

A separate capacity valuation

Let H be internal migration plus training hours and R your positive value per staff hour. First-year equivalent hours = max(0, first-year cash difference + H × R) ÷ R. Renewal equivalent hours = max(0, renewal cash difference) ÷ R. Both round up to 0.1 hour. Blank hourly value leaves these thresholds uncalculated.

Cash savings can offset transition effort in this separate valuation, but never turn saved hours into cash. The model excludes refunds, credits and old-contract or transition payments beyond the first 12 months. Review those separately; do not enter negative fees or silently net refunds against payments. Results are thresholds, not sales predictions, verified quotes or payment-date cash-flow forecasts.

Hosting renewal calculator method

The comparison starts on your entered date and ends immediately before that date plus 12 or 24 calendar months. It counts full invoices due inside that interval, including annual invoices whose service extends beyond it. It does not prorate them.

• Stay: current-host invoices begin at the entered next-invoice date and repeat by the current term.
• Switch now: new service starts on the comparison date; old service stops after the entered migration lead time.
• Switch near renewal: new service starts that many days before the old invoice date, and old service stops on that date. This option is unavailable when insufficient lead time remains.

Old invoices due strictly before the stop date are counted. You must confirm that cancellation avoids invoices due on or after it. The new initial invoice and every one-time fee are paid at new service start. New renewals begin after the initial term and repeat by the renewal term. Dates stay anchored to the original new-service start, with short-month clamping; old invoices anchor to the entered next-invoice date.

Net cash = charges − confirmed refunds received within the horizon. Savings = stay cash − switch cash. Savings after time = cash savings − migration hours × hourly value. Already-paid unused service is informational. Paid contractors belong in cash fees, not unpaid time too. Cash sums and ties use integer currency minor units.

Use one currency and a consistent tax basis; excluded-tax results are subtotals. Unknown renewal prices block affected rankings. Another billing-day anchor, advance payments, fees paid later, multiple accounts, more than three sites, unquoted price changes and currency conversion require a separate comparison. Waiting does not reserve a quote. Numerical lowest cost does not establish service quality or suitability.

Email platform switching calculator method

Use true month-to-month invoices fixed throughout a horizon of 1–24 whole months. The new tool starts now. Additional old-tool invoices are capped at the horizon. All amounts use one currency; subscription quotes and cash fees use a consistent tax basis. Excluded-tax results are subtotals.

If order economics are unknown, explicitly select the cash-only option. Cash costs, staff-time value and recurring subscription savings remain available. Order contribution, lost-order thresholds and outcomes after lost orders are not calculated or exported as zero. Without that selection, missing order inputs still require correction.

• Stay cash = current monthly invoice × horizon.
• Switch cash = new monthly invoice × horizon + current monthly invoice × overlap invoices + migration, setup and other cash fees.
• Cash saving S = stay cash − switch cash.
• Contribution C = average net order revenue × contribution margin ÷ 100.
• Saving after time = S − unpaid migration hours × hourly value. Paid contractor costs belong in cash fees.
• Remaining saving = S − hypothetical lost orders × C; the time-adjusted view also subtracts time value.

Order revenue excludes sales tax and reflects discounts and refunds. Margin uses that same revenue denominator after all order-variable costs, including products, payment fees and commissions. The subscription tax selector does not convert order inputs.

For S > 0 and C > 0, break-even is S/C. Maximum whole lost orders retaining positive savings = ceil(S/C) − 1. First whole count producing a loss = floor(S/C) + 1. An integer ratio is an exact tie at that count. Zero contribution leaves the threshold undefined; zero or negative savings provide no positive cushion. Exact rational arithmetic decides these boundaries; rounded display values do not.

Recurring monthly saving = current invoice − new invoice, excluding overlap and one-time fees. Its threshold is separate from the horizon totals. Annual prepayments, variable usage tiers, future price changes, credits, subscription refunds and currency conversion are unsupported. Plan-fit checkboxes do not affect arithmetic. The model predicts neither deliverability nor revenue uplift.